Adequate record keeping is important to the carrier when seeking a refund or credit for tax-paid fuel, and is equally important to the Department to ensure compliance with the reporting and payment of all tax liabilities. Every licensee shall maintain records to substantiate information reported on the quarterly tax report. These records must be maintained for a period of four (4) years from the due date of the return or the date that the return was filed, whichever is later. Records must be made available upon request by any member jurisdiction. A licensee's records should be maintained at a location in West Virginia. If these records are not maintained in West Virginia or are not made available in West Virginia, an auditor's travel expenses will be billed to the licensee upon completion an audit.
You may cancel your IFTA account when you are no longer operating qualified motor vehicles via interstate. To request the cancellation of your fuel license, complete the quarterly tax report for the last operational quarter. On the report, mark your request for cancellation and give the date of closure. If you sell your business, the FTA Unit must be notified in writing immediately, so that the existing license can be cancelled and a proper license issued to the new owner. A new application form is needed to reactivate your canceled account. You must return the IFTA license, remove the decals from the cab of the truck, and file any required tax returns. IFTA decals MUST be removed from vehicles prior to the closure or sale of a business or sale of a vehicle. All decals, both used and unused, must be returned. You may not sell or transfer decals and you may not receive or purchase decals from anyone other the Division of Motor Vehicles.